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EIU Department of Grade Appeal

Selection Procedures & Chair Responsibilities

Committee Composition

Each academic college will have a College Grade Appeal Committee (CGAC) that will conduct reviews for undergraduate and graduate appeals. Appeals for courses in the BA in General Studies program will be conducted by the College of Education and Professional Studies Grade Appeal Committee. Each committee will include four faculty members with vote, two faculty members who serve as substitutes without vote unless called to replace a voting member, one undergraduate student member with vote for undergraduate appeals and one graduate student member with vote for graduate appeals. Selection to the College Grade Appeal Committees is outlined below.

Faculty Member Selection

Six faculty members from the academic college who are elected or appointed according to procedures established by the college faculty will comprise the cohort of faculty who serve on the committee.

  • Faculty members serve three-year terms so that each cohort includes two faculty members who are in their third term, two in their second term and two who are in their first term.
  • Four of the six faculty members serve as voting members of the committee. These include the two in the third term and two in the second term. While all six members of the CGAC are required to attend meetings and participate in discussion of the appeal, only the four faculty members in their second and third terms may vote on the appeal. Faculty members in their first term only serve as voting members of the committee if the CGAC chair appoints that member as a substitute to replace a voting member.
  • At least one member of every pair of faculty elected to the committee must hold a graduate faculty appointment, so that half of the members are members of the graduate faculty.
  • Department chairs may not serve on a College Grade Appeal Committee because of the role that the department chair already serves in the process.

Student Member Selection

For undergraduate appeals, one voting undergraduate student selected from one of the academic programs in the college shall serve on the committee. The voting member will be selected collaboratively by the Student Vice President for Academic Affairs and the Vice President for Academic Affairs.

For graduate appeals, one voting graduate student selected from one of the graduate programs in the college shall serve on the committee. The voting member will be selected collaboratively by the Student Dean of the Graduate School and by the Vice President for Academic Affairs.

Terms of Service

The term of service is the fiscal year that begins on July 1 and concludes on June 30 each year. Faculty members serve three terms. Student members serve one term.

Committee Orientation

Prior to hearing any appeals in the new fiscal year, the new CGAC chair will convene the new committee members to provide an orientation for all members. The orientation will include a comprehensive review of the policy, procedures, and forms used to administer the Grade Appeal Policy.

Chair Election

The CGAC vice chair will become the new CGAC chair with each new fiscal year. Prior to hearing any appeals in the new fiscal year, the new CGAC chair (former CGAC vice chair) will convene an initial meeting to elect a new CGAC vice chair from among the two faculty members who enter their second year of service. The new CGAC vice chair will become the new CGAC chair during the third year of service.

CGAC Chair Responsibilities

  • Faculty Member Substitutes: The CGAC chair may name a substitute for a voting faculty member for a specific grade appeal if a faculty member is not able to participate due to illness, leave, or conflict of interest. If the CGAC chair determines that a faculty member's illness or leave prevents the committee from fulfilling its charge in a timely way, the CGAC chair may appoint a non-voting first year faculty member to serve as a substitute for a specified appeal. The CGAC chair may also name a substitute for a voting faculty member if the chair determines that there is a conflict of interest with the appeal. A conflict of interest occurs when the appeal involves the CGAC faculty member in any way. The CGAC chair will request a substitute faculty member from the first year faculty serving the cohort unless the substitute faculty member is directly involved in the grade appeal. When a substitute is named for a voting member, that voting member will not attend or participate in the appeal in any way.
  • Student Member Substitutes: The CGAC chair may name a substitute for a voting student member for a specific grade appeal if the student member is not able to participate due to illness, academic assignments away from campus, or conflict of interest. The CGAC chair will select a substitute student member in collaboration with the appropriate student leader. When a substitute student member is named for a voting student member, that voting student member will not attend or participate in the appeal in any way unless the student member is directly involved in the grade appeal.
  • Chair Substitutes: If the chair is unable to fulfill his/her responsibilities for a specific grade appeal due to illness, leave, or conflict of interest, the chair will request that the CGAC vice chair will assume the CGAC chair's responsibilities for the specific appeal. When a vice chair substitutes for the chair, the chair will not attend or participate in the appeal in any way unless the chair is directly involved in the grade appeal.
  • Annual Reports: At the end of each fall and spring term the CGAC chair will complete a report for the dean that provides a confidential summary of each appeal for the specified term and its outcome or its status at the time of the report. Within thirty (30) days after the end of each fall semester and the end of each spring semester, each dean will submit a Summary Report of Grade Appeals for the appropriate council.

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